Grants Management Officer

Danish Refugee Council

Kyiv, Ukraine

This role supports all grants administration processes and ensures that information and data from the field is captured, documented, and reported in a timely manner for donors and internally. The Grants Management Officer work with program and support staff to develop high-quality and timely proposals and reports for donors. S/he supports the Grants Management Unit in the initiatives to expand the portfolios, including contributions to proposal development and program design.

Reporting to the Grants Manager, this position will work closely with all departments and staff including Program Managers, Technical Coordinators, Partnership Unit, HR, Finance, and Operations on compliance, donor regulations, business development, information management, and donor reporting.

Grants administration:
  • Facilitate project registration processes with Ukrainian authorities.
  • Maintain and regularly update DRC internal system Dynamics with all relevant grants documents.
  • Ensure existing grants management tools are regularly updated with quality information.
  • Ensure online grants folder is up to date with all relevant documentation.
Grants management:
  • Manage grants  workflows and processes between program teams, senior leadership, and HQ to ensure the timely and quality development and review of the project management documents and agreements.
  • Support the Grants Manager in providing timely, thorough responses to information requests from internal and external sources.
  • Support the Grants Manager in Grants Opening Meetings, monthly reviews, Close Out Meetings, jointly with Programme and Support staff.
Proposal development:
  • Support the Grants Manager in overseeing and coordinating proposal development processes, including drafting and producing high quality concept notes and proposals.
  • Increase visibility and ensure leadership positioning through developing consistent communication materials, such as sector profiles, impact reports, program briefings, leadership and positioning pieces, and other relevant pieces.
  • Provide technical support, guidance, and tools to implementing partners at the proposal development stage.
  • Support in coordination with relevant staff the vetting and capacity assessment of local implementing partners and collaborate in partnership with relevant managers in designing capacity building plans, including grants management support.
  • Assist in preparing high-quality, timely reports for donors, partners, and government on program progress, ensuring all donor reporting requirements are met and strategically positioned to demonstrate DRCs leadership in programming in the country context.
  • Work closely with programme MEAL staff to ensure credible, best-practice monitoring and reporting of program activities.
  • Any other task as agreed with the line manager.
Required experience and competencies:
  • At least 2 years of professional experience with an international organization.
  • Knowledge/experience with information management, agreement management or project management.
  • Ability to work in a fast-paced environment, with short notice and to autonomously manage priorities.
  • Ability to represent DRC to government officials, local groups and community members.
  • Excellent skill in MS Word, Excel, and PowerPoint.
  • Experience working with NGOs and/or the humanitarian sector is an advantage.
  • Experience working with the major donors including Danida, ECHO, USAID/BHA, GFFO, FCDO, and UN donors is an advantage.
  • Familiarity with Enterprise Resource Planning and cloud software is an advantage.
  • University degree in international relations, project management, business administration, or equivalent professional qualification.
  • Training/Certification in project management is an advantage.
  • Fluency in Ukrainian language.
  • Advanced English proficiency.